Therapistmate - Scheduling

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Autism Clinic SoftwareScheduling Demo

Introduction• In this demo, we will explore:

• How you can add, modify and delete availability for employees and consumers• How you can add an appointment using the Consumer or Employee screen• How the Quick Schedule for matching staff with consumers works

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Add availability (Desktop) in 3 stepsScheduling

About Availability• Availability means the days and times someone is available to

provide/receive services• In ACS we enter consumer availability in the Consumer module, and

employee availability in the Employee module• The process of adding Availability for consumers and employees in

ACS desktop is identical, so is described only once in this documentation

About colors in Scheduler

• Please note the legend for the colors in the calendar.

Create a New Availability– Step 1 of 3If you plan to add Availability for a consumer, start in the Consumer Module.If you plan to add Availability for an employee, select the Employee Module. Go to the Calendar tab and click “View” to load

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Create a New Availability– Step 2 of 3Double click on the day where you want add Availability. You will get the following dialog box. There are two (2) options for adding a range of days available.

You can chose any End date on the “To Date” calendar, OR, you can select “Days”

(30,45,60,…) to add availability for the next 30,45,60… days from your Start Date

Select the days for which you want to add availability (E.g. for the next 60 days, every Monday and Wednesday from

08:00AM to 06:00PM)

Create a New Availability– Step 3 of 3Click Add

Create a New AvailabilityWhen the availability is added, the space marked previously as

Unavailable (dark gray) will turn to white which means Available

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EDIT/DELETE availability (Desktop) in 3 stepsScheduling

About Availability• Availability means the days and times someone is available to

provide/receive services• In ACS we edit consumer availability in the Consumer module, and

employee availability in the Employee module• The process of editing Availability for consumers and employees in

ACS desktop is identical, so is described only once in this documentation

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Edit or Remove Existing Availability– Step 1 of 3If you plan to edit Availability for a consumer, start in the Consumer Module.If you plan to edit Availability for an employee, select the Employee Module. Go to the Calendar tab and click “View” to load

Edit or Remove Existing Availability– Step 2 of 3Double click on the existing availability you wish to edit (white space) You will get the following dialog box.

Double click on a specific date, and update the time in the Update Availability section on the right. Click “Update” to

save

Edit or Remove Existing Availability– Step 3 of 3Double click on the existing availability you wish to edit (white space) You will get the following dialog box.

Use the checkbox to mark the day(s) for which you wish to remove availability,

then click “Delete Selection”

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Edit or Remove Existing AvailabilityOnce you edit or remove availability, the colors on the calendar will reflect the change made

Create new appointment (DESKTOP) in 6 stepsScheduling

About Appointments• The following are requirements to Schedule an Appointment:

• The Consumer must have at least one Funding Source and one Location/Address (E.g. “Home”, “School”, etc.)

• Employee must be Available during the time of the appointment (when reporting actual time, start/end times can be different, even if marked as unavailable)

• Consumer must be Available during the time of the appointment (when reporting actual time, start/end times can be different, even if marked as unavailable)

• The scheduled appointment must be created using a valid Authorization (POS is allowed) and the appointment(s) must occur during the valid Start/End Dates of the Authorization

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Create a New Appointment – Step 1 of 6In the Consumer Module, select the Consumer. Go to the Calendar tab and click “View” to load the schedule

Create a New Appointment – Step 2 of 6Click on any any available time (white) Then right click on and select Add appointment

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Create a New Appointment – Step 3 of 6On Section 1, select Authorization

Create a New Appointment – Step 4 of 6On Section 2, select Employee

Create a New Appointment – Step 5 of 6On Section 3, select Time From. Time To. Location

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Create a New Appointment – Step 6 of 6Then click Add and close the window

New Appointment AddedThe appointment you created will be shown in blue in the calendar.If you click on the appointment, you will see the employee name and service There are other calendar viewing options as well.

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Edit Existing SCHEDULE (DESKTOP)in 3 stepsScheduling

Edit an Existing Appointment – Step 1 of 3In the Consumer Module, select the consumer. Go to the Calendar tab and click “View” to load the schedule

Edit an Existing Appointment – Step 2 of 3Click on the existing appointment (blue) Then right click on and select Edit appointment

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Select the variable you want to change (date, time, authorization)Then click Update or Change Autho. Depending on the values you want to edit

Edit an Existing Appointment – Step 3 of 3

Appointment EditedThe appointment you edited will be shown in blue in the calendar.If you click on the appointment, you will see the employee name and service

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Remove Existing SCHEDULE (DESKTOP) in 3 stepsScheduling

Remove an Existing Appointment – Step 1 of 3In the Consumer Module, select the consumer. Go to the Calendar tab and click “View” to load the schedule

Edit an Existing Appointment – Step 2 of 3Click on the existing appointment (blue) Then right click on and select Edit appointment

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On the selection column, select the appointment (or series of appointments if working with a reoccurring appointment series) you want to remove.

Then click Delete Selection

Edit an Existing Appointment – Step 3 of 3

Appointment RemovedThe appointment you removed will no longer appear on the calendar

ACS Quick Schedule Module• ACS allows admin staff to match employees with consumers based on

a comprehensive set of rules, such as: • Distance calculation to match the staff that is closest to the child• Match staff to family based on availability• Match staff to family based on language preferences• Match staff to family based on credentials• Match staff to family based on gender• And more…

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Reschedule UCI Screen

1. Search UCI by given range and filters

2. Search will show UCI’s in range. Select Required UCI

3. Upon Selecting Required UCI, It will Display all the available time slots having Day, Date, From & To time. Select the Required UCI’s Time Slot4. upon Selecting Required time

Slot, It will display all the Employees which are available by overlapping UCI’s Time slot. From here You can select Best Employee

5. Upon Selecting Best Employee for UCI, You can now create instant appointment in this area.

Reschedule Employee Screen

1. Search Staff by given range and filters

2. Search will show Staff in range. Select Required Employee

3. On Selecting Required Employee. It will Display all the available time slots having Day, Date, From & To time. Select the Required Empolyee’s Time Slot4. On Selecting Required time Slot,

It will display all the UCIs which are available by overlapping Employee’s Time slot. From here You can select Best UCI

5. Upon Selecting Best UCI for Selected Staff, You can now create instant appointment in this area.

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